BusinessOperations - Administrative Asst/Exec. Asst 5 - 110341 Administrative Asst/Exec. Asst 5[...]

Mindlance; Tucson (AZ); Remote; USD 60,000 - 90,000; Full time

Job summary

A leading company is seeking an administrative assistant/executive assistant to provide high-level administrative support. Responsibilities include supervising office duties, managing schedules, and preparing communication for meetings. Candidates should have at least 10 years of experience, strong communication skills, and proficiency in Microsoft Office applications.

Qualifications

• 10+ years experience required.
• Experience working with executives required.
• Very proactive and self-motivated.

Responsibilities

• Supervise general office duties such as ordering supplies.
• Prepare agendas and make arrangements for meetings.
• Schedule and manage a high volume of meetings.

Skills

Verbal and written communication skills

Customer service skills

Interpersonal skills

Leadership and mentoring

Time management

Event planning

Education

High school diploma or GED

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Job Description: Summary: The main function of an administrative assistant/executive assistant is to provide high-level administrative support by conducting research, handling information requests and performing clerical functions. A typical administrative assistant acts as information and communication managers for an office. Job Responsibilities: Supervise general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work. Review and approve invoices, reports, memos, letters, financial statements, and other documents. Review and approve corporate documents, records, and reports. Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution. Prepare agendas and make arrangements for committee, board and other meetings. Skills: Verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills. Expert ability to work independently and manage one’s time. Expert ability to keep information organized and confidential. Expert ability in event planning, budgeting, etc. Expert leadership and mentoring skills necessary to provide support and constructive performance feedback. Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint. Education/Experience: High school diploma or GED required. 10+ years experience required. Experience working with executives required.
Comments for Vendors:

EEO:

“Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.”


========== Centene Job Description Summary: The main function of an administrative assistant/executive assistant is to provide high-level administrative support by conducting research, handling information requests and performing clerical functions. A typical administrative assistant acts as information and communication managers for an office. Job Responsibilities: Supervise general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work. Review and approve invoices, reports, memos, letters, financial statements, and other documents. Review and approve corporate documents, records, and reports. Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution. Prepare agendas and make arrangements for committee, board and other meetings. Skills: Verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills. Expert ability to work independently and manage one’s time. Expert ability to keep information organized and confidential. Expert ability in event planning, budgeting, etc. Expert leadership and mentoring skills necessary to provide support and constructive performance feedback. Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint. Education/Experience: High school diploma or GED required. 10+ years experience required. Experience working with executives required. Story Behind the Need

• What is the purpose of this team?
• Describe the surrounding team (team culture, work environment, etc.) & key projects.
• Do you have any additional upcoming hiring needs or is this request part of a larger hiring initiative?

I oversee the McHIM Program Management team, which is comprised of Formulary and Benefit Management, Program Management, and Pharmacy Performance. My team is responsible for overseeing formulary and benefit requirements documentation, implementation, and maintenance administration, and pharmacy point-of sale and paper claims processing for Centene Medicaid, HIM, and Commercial plans. I have team members who are geographically located across the US, with a vast majority in CA and AZ. My teams work collaboratively with each other as well as with other teams across Centene. My team is almost exclusively remote. This request is not part of a larger hiring initiative, but rather due to a support gap created when my Executive Assistant required an immediate leave of absence. Typical Day in the Role

• Walk me through the day-to-day responsibilities and a description of the project (Outside of the Workday JD).
• What are the performance expectations/metrics?
• What makes this role unique?

A typical day could include:

• Reviewing emails received prior to the beginning of work day (Due to up to a three hour time zone difference, there can be a high volume of emails received from Centene and external individuals who reside in East and Central time zones)
• Scheduling, rescheduling (and unfortunately rescheduling yet again) a VERY high volume of internal and external meetings
• Preparing and distributing agendas for meetings let by either my team leaders or me.
• Taking minutes during meetings facilitated by either my team leaders or me.
• Following up on action items/deliverables from meetings and documenting post meeting updates.
• Gathing travel options and coordinating and scheduling travel for team members or me.
• Preparing/submitting expense report for team members or me.
• Consolidating orders and ordering office supplies for team members or me.
• Special projects, e.g., ordering quarterly engagement gifts for my ~200 team members, policy and procedure maintenance, etc.

Candidate Requirements Education/Certification Required: High school diploma Preferred: Licensure Required: N/A Preferred: Years of experience required: 5+ years related experience with knowledge of position requirements. 3+ years Executive Assistance experience

Disqualifiers: NA

Additional qualities to look for: Would prefer to see someone who has expressed interest in continuing to possible FTE. Not a guarantee. Very proactive and self-motivated, high attention to detail, someone who is engaged and self-starter. Need to have someone who is very active in this role and someone who is not going to be an audience member to what is going on.

• Top 3 must-have hard skills stack-ranked by importance

1 Discretion/confidentiality 2 Adaptability/flexibility 3 Calendar management and agendas/minutes Candidate Review & Selection

• Shortlisting process
• Candidate review & selection
• Interview information
• Onboard process and expectations

Projected Manager Candidate Review Date: ASAP
Type of Interviews:
Preferred onsite interview/teams interview Required Testing or Assessment (by Vendor): NA Next Steps

• Additional background check requirements (List DFPS or other specialty checks here)

• Do you have any upcoming PTO?

• Colleagues to cc/delegate

• Are there any training requirements (time off, alternate schedule, etc.)?

No